- Provide support services to Project and Program Managers to alleviate the execution effort of processes including (but not limited) to scheduling (setup and management of schedules in Microsoft Project), reporting, production of weekly / monthly status reports, risk and issue tracking (register updates, reporting), producing meeting minutes, quality assurance, procurement (raising purchase requisitions in SAP) and communications. Coordinate and support the onboarding and offboarding process
- Identifying, defining, developing and implementing improvements to project reporting and monitoring processes and procedures
- Identify and deliver actions to improve the quality of project/program based on monitoring and reporting activities and management information
- Build constructive working relationships with Project Managers and key stakeholders to support successful delivery of the project/program
- Support the project stage-gate review process, project health checks and audits, providing recommendations for ongoing improvements
- Follow up action item owners to ensure the actions items/registers reflect the current status prior to each forum or reporting cycle
- Maintain the document library for each project / program (document management and administration in Sharepoint)
- Develop ad hoc analytical/ reporting activities as desired (eg. Excel, running financial reports in SAP or Power BI)
- Provide program support functions, supporting the Project Manager in the successful implementation, and completion of Program.
- Maintain PMO dashboard and reports, SharePoint site content and project document library, and other system or tool contents as needed.




- Manage and improve quality management functions including product reviews, quality reviews and lessons learnt
- Support the leads in identifying risks and issues on programs/projects – advising team on the development of risk management and issue management plans
- Exercise astute judgement in managing confidential and sensitive information that has the potential to impact on organisational performance and reputation.
- Assist with the coordination of team meetings and ceremonies that support successful delivery
- Provide input into team planning activities
- Contribute in the development of project/program internal communications materials
- Maintain governance documents in line with relevant document control standards
- Work collaboratively with project managers and portfolio managers to ensure that all submissions and reports are of a high quality and content is accurate

Experience

- 3+ years Project Coordinator experience working on projects/programs (either directly or in a PMO), ideally as a Project Coordinator or Portfolio/PMO Analyst or Consultant
- Strong experience of portfolio, program, and project management processes (e.g. scheduling, cost, risk management, benefits, change management).




- Proven experience preparing a range of project related documents as instructed, including status updates, reports, budgets, and discussion papers
- Demonstrated experience with SAP EPPM (S4Hana), Microsoft Project Online or other project management tools
- Demonstrated experience with reporting packages and Business Intelligence tools, especially Power BI platform (desktop, service and query)
- Proven Experience working with information consumers to realise outcomes and perks
- Analysis of Project, Program and Portfolio reporting and developing meaningful and relevant insights and visualisations
- Proven experience in a program environment or a portfolio/program management office (Desirable)

Skills

- Strong stakeholder engagement and communication skills with the ability to influence diverse stakeholder groups including Senior Executives
- Proficiency in time management skills (including organisation, planning, and execution), ability to manage and deliver competing day-to-day priorities, balancing conflicting requirements from a diverse range of stakeholders.
- Proficiency with the Microsoft suite (Word, Excel, Powerpoint) eg: MS Excel knowledge of pivot tables, functions such as vlookup etc.

When you apply, you voluntarily consent to the disclosure, collection and use of your personal data for employment/recruitment and related purposes in accordance with the Tech Aalto Privacy Policy, a copy of which is published at Tech Aalto’s website (https://www.techaalto.com/privacy/)

Confidentiality is assured, and only shortlisted candidates will be notified for interviews.

📌 Project Management Officer (Sydney)
🏢 Tech Aalto
📍 Sydney